Purchase orders

What is a purchase order?

A purchase order is a legally binding document between a supplier and a buyer. It details the items the buyer agrees to purchase from the supplier.

When are purchase orders used?

A purchase order is to be issued for all purchases above AU$5000 ex GST.

How do I raise a purchase order?

All purchase orders are raised through Finance One.

Training

Training is mandatory for all staff members requiring access to raise a purchase order. To make a booking for Finance One training please click here. All bookings must be made two days in advance.

Important things to note

When processing a purchase order please remember the following:

Field Name

What is this field for?

Why is this important?

Purchase order type

This field selects the purchase order template that you want to use.

Selecting the correct template links the correct terms and conditions to your order.

End user name and phone

This is the contact person that the supplier will telephone or email if they have any questions or queries in regards to the order.The contact details appear at the bottom of the order under Order inquiries.

The supplier may need to clarify a part of your order and this may not happen until he/she speaks to the relevant contact.

Central store internal transfer

This field determines as to where the order will be shipped to on campus. You must state the relevant building location, level and/or room location.

The stores team wants to deliver your order as soon as it arrives and having the correct information allows them to do so.

Invoice recipient

This field determines as to whom the related invoice will be sent to. Please make sure the nominated recipient has access to Basware.

In order to have your invoice processed promptly by Accounts Payable this field will need to be correct and up to date.

Which purchase order template do I use?

When to use

Template ref #

F1 template code

Directions for use

Types of terms used

No agreement in place for non IT goods and services

P1

Purchase Order

POSTAND

(Purchase Order)

Please note:

- Incorporates the Macquarie University Purchase Order Terms

- Not to be used for IT orders

Standard Terms

No agreement in place for IT goods and services

Hardware

Software

P2

IT Purchase Order

POIT

(IT Purchase Order)

Please note:

- Incorporates the Macquarie University IT Purchase Order Terms

- IT orders must be initially placed via a One Help Ticket or via your Faculty IT

- Only to be used for IT orders

- Must be used in conjunction with the IT Purchase Order Schedule document

IT goods and services standard terms

Where procurement is under an existing agreement

Property

Research

P3

General Order

POGEN

(General Order)

Please note:

- An executed agreement must be in place

Terms already in place under an existing Agreement

Customised terms have been negotiated between the parties

Venue hire

P4

Non-standard Purchase Order

PONONSTA

Please note:

- Customised terms have been negotiated between the parties

- Customised terms must be attached to the Purchase Requisition and they will then be attached to the Purchase Order